IMPORTANT: These documents MUST be completed and returned to Gemini by mail, fax or email attachment (Word, Excel, scanned PDF, JPG or PNG) at least four weeks in advance of your visit.

TRAVEL ARRANGEMENTS

Visiting astronomers are responsible for arranging and paying for their own travel, including airline tickets, visas, insurance, car rentals, and hotels. In preparation for your visit, please review the Gemini North Visitors Guide, which includes a list of hotels and car rental agencies, plus maps and information about Hilo and Hawaii Island (the Big Island). This guide also includes safety information on driving to Hale Pohaku, preparing for the summit of Mauna Kea, and Night Shift procedures. A Gemini representative will confirm your arrangements (will assist with local arrangements if desired) and review your requirements.

Gemini will make the arrangements for lodging and meals during your stay at Hale Pohaku, the visitor support facility located at the 9,200-foot level on Mauna Kea. AURA/Gemini will bill you for your Hale Pohaku lodging and meals 4 to 6 weeks following the end of your observing run. Gemini does not provide vehicles for observers, but we will provide transportation between Hale Pohaku and the summit of Mauna Kea. You will need to rent a vehicle to drive to and from Hale Pohaku.

ARRIVING AT GEMINI NORTH

Before you arrive at Gemini North, please contact Adrienne Notley for your safety and operations orientation. A safety briefing and computer virus scan are required and will be arranged prior to your visit to the summit. If office access has been requested, we will issue keys, conduct alarm system training and assign a workspace. You are strongly encouraged to arrive on the Big Island in time to spend at least half a day in the office meeting with your allocated Observing Support Scientist. One night acclimatizing to the altitude at Hale Pohaku is mandatory, before your run is scheduled to start.

WORKING AT HIGH ALTITUDE

Each individual reacts differently to working at high altitude. Observers proposing to work on Mauna Kea should be medically fit for such work and not have conditions that would be inconsistent with work at high altitude. Gemini and those acting in its behalf have no liability with respect to the risks associated with work at the telescope by observers. Visitors are not required to produce a high-altitude medical certificate but are required to sign a Liability Notice and acknowledge that they have read our GN Visitor’s Safety Information. See the Gemini North Visitors Guide for more information about the risks of working at high altitude.

SETTLING YOUR ACCOUNT WITH GEMINI

At the end of the observing run, visiting astronomers will be expected to settle their accounts and indicate all expenses incurred for their teams. Chargeable items include:

Room and board at Hale Pohaku (currently $132.00 per night) which includes meals beginning with dinner upon check-in and ending with lunch upon check-out.

Rental of cold-weather gear ($6.00)

Other costs incurred by Gemini on behalf of the P.I. and team

Invoice(s) will be forwarded to the Company/Institution listed on your Preparation Form 4 to 6 weeks following the end of your observing run for Room and Board at Hale Pohaku and other costs incurred by Gemini on behalf of the PI and team. Gemini will not schedule observing time for any P.I. who has overdue charges from a previous run.

AFTER YOUR OBSERVING RUN

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